Cover Letters & Other Job Search Correspondence
Section E Cover Letter Guidelines ..................................................................................................E2 Formatting the Letter ......................................................................................................E2 Content .............................................................................................................................E2 Writing Tips ....................................................................................................................E2 Components of a Cover-Letter ........................................................................................E3 Conveying Interest ..........................................................................................................E3 Highlighting Resume Points ...........................................................................................E3 Communicating Motivation ............................................................................................E4 Demonstrating a Fit .........................................................................................................E4 Common Mistakes ..........................................................................................................E4 Strategies for Problem Solving ........................................................................................E4 10 Tips on Cover Letter Writing ......................................................................................E5 Additional Job Search Correspondence ..........................................................................E5 Networking Letters .........................................................................................................E5 Follow-Up/Thank-You Letters .......................................................................................E6 Acceptance Letters ..........................................................................................................E6 Rejection Letters .............................................................................................................E6 Electronic Correspondence ..............................................................................................E7
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Cover Letter Guidelines
Along with your resume, the cover letter, or letter of application, is the first impression you will make on a potential employer. While the resume is general, capable of being sent to many types of employers, the cover letter should be very job or organization specific. Time and effort should be taken with each letter so that the reader is able to understand completely your interest in the job and employer. More importantly, he/she should see how your background, skills and abilities would "fit" with the organization. The cover letter is one of the most effective ways to show you have researched the employer. Your cover letter should effectively convey that you are knowledgeable about the activities of the organization. Formatting the Letter Always typed Professional and concise (3-4 paragraphs; never more than one page) Grammatically perfect Straightforward Not a duplication of resume Unique to each employer/organization Addressed to a person, not a department Top and bottom margins should be even—letter should be centered. Content Start each letter with your return address, either left justified or the center of the page, both with left justification. Follow your return address with the date you are mailing the cover letter. Space down four lines—on the fourth line, begin the forwarding address. Include person's name, title, organization and mailing address. Double-space after forwarding address; then write salutation. Use the person's last name unless you are definitely on a first-name basis. Double-space between paragraphs, single space within. Example 555 W. Franklin St. Provo, UT 84601 October 21, 20xX (Space down to the fourth line) Ms. Joanne Doe Brand Manager Procter and Gamble 112 P &G Way Cincinnati, OH 45222 Dear Ms. Doe: (Opening paragraph starts here.) Writing Tips Use professional language, not slang. Be sincere. Avoid language unfamiliar to you (words you do not fully understand or use regularly). Focus on what you can do for the company. Write from the reader's perspective (what would you like to know about a candidate if you were an employer?)
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Realize that your objective is to land an interview. Follow-up is critical. Proofread several times.
Components of a Cover Letter
During your job search it is extremely important to communicate effectively with potential employers. This section covers components of cover letter writing, strategies for presenting your background clearly in a cover letter, and examples of the typical types of employment correspondence. Opening Paragraph, Body and Closing Paragraph In the opening paragraph you should: Establish rapport with the reader If you met earlier, indicate when, where and for what event/situation. Give an insightful impression of your last encounter. If you were referred by another person, indicate that you were and by whom. If you are writing a "cold call" letter, hook into the company strengths and/or reputation (via research, employees, professor, etc). Note: cold call letters have the lowest probability of success; expand networking efforts to avoid cold calls (even lukewarm calls are better). Indicate clear purpose for writing Informational meeting Interview Employment (internship vs. permanent) Visiting employer's city and want to meet with them Provide a one-sentence summary statement of qualifications Two or three selling points Link to how that qualifies (or should qualify) you for the position—the ways you can contribute In the body you should: Elaborate on the two or three selling points indicated above by providing examples Illustrate points by highlighting qualifications or job experience from resume that are applicable to the job and organization you are applying to Demonstrate knowledge of and potential fit with employer Convey motivation to contribute (what you can do for or bring to position/organization) Consider using bullets to highlight your skills/accomplishments In the closing paragraph you should: Reiterate interest in the employer and fit for the job Indicate the next step/action to be taken Close professionally Convey Interest in and Knowledge of the Employer Write with regard to the style of the reader/employer/industry style (formality of writing) Refer to events in the organization or interests of reader Refer to recent conversations or published comments
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Highlight Resume Points (particularly results/impact) Support your claims with resume illustrations Unsupported claims don't say much Example OK: I revitalized the fund-raising department. Better: By streamlining office procedures and introducing weekly staff meetings, department morale improved and productivity increased. We posted a 26 percent rise in fund-raising the first month after I instituted these new measures. Communicate Motivation Note that motivation can be conveyed by statements and by the vigor of your writing Example With my analytical and coordination skills, I believe that I could be an integral part of your organization's continued success. Demonstrate a "Fit" with Employer/Position (when possible and appropriate) Example ABC is seeking development expertise and creativity in its interns. During my four years of international development experience, I have developed strong skills in these areas. Common Mistakes Using a self-oriented approach (focused on why you chose a field or what the reader/company can do for you) Bad Example (choosing a field) I am undertaking my MPA studies with an emphasis in not-for-profit management so that I may gain a better understanding of world development. Of particular interest to me is third world development. I have followed poverty issues for several years and have developed an intense desire to become active in helping people. My previous work experience as a highly successful project director for a humanitarian organization lends credibility to my desire to remain in development. Therefore, I have chosen to pursue a career in not-for-profit management. (Instead, focus on what you bring to the organization, not what you get out of it.)
Positioning yourself too much as a "charity case."
Bad Example Please allow me to express my appreciation to you for allowing me the opportunity to present my qualifications and request for consideration for employment with your organization. In review of my enclosed personal resume, I present my experience and qualifications which I feel, with your cooperation, will allow me to be a valuable asset to your firm. Relying on hyperbolic statements (exaggerating reactions, qualifications and potential.) At the least, your sincerity can easily be questioned; at the most, you can come across as pretentious or foolish.
Bad Example The perpetuity and stability of Provo City’ government is of paramount importance to the United States as a whole, for a great void would be left with no relief in sight. Strategies for "Problem" Situations If you have no/very little related work experience.
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-Draw parallels between seemingly unrelated experience and the job; make the link for the reader. -Focus on skills and functions (rather than job titles and company names). -Expand on outside interests, memberships, extracurricular activities, etc., that relate to the job. If you have had little or no upward advancement (such as a series of lateral moves). . -Choose examples of achievement that indicate advancement in expertise and abilities. -Use strong action words to underscore vigor and motivation. -Emphasize how duties expanded and responsibilities increased. -Note self-initiative (or management selection) as key points in your career. If you have had a period of unemployment... -General rule: Don’t address it in a cover letter (especially if you were fired). Most explanations tend to be long-winded, drawing further attention to the issue. Be prepared to address the employment gap in an interview (including any phone discussions before the interview meeting). -Focus on consulting projects or part-time jobs to fill in gaps in employment. You do not have to be working 40+ hours a week in a formal organization setting to be gaining experience.
10 Tips on Cover Letter Writing Avoid overt carelessness such as: a. Typographical errors b. Spelling errors c. Grammatical errors d. Incorrect name/title/address 2. Keep the letter brief, no more than one page. 3. Address the letter to a person (not a title). 4. Follow a typical business letter format (see examples of cover letters). 5. Create a visually appealing letter. 6. Proofread the letter several times; have a Mentor, Career Management advisor or trusted friend offer objective advice on the letter. 7. Limit the use of sentences beginning with "I." 8. Keep a copy of all correspondence. 9. Remember to think about what the employer is looking for in a candidate: "Why should I hire this person?" 10. Keep the sentence structure simple and concise. 1.
Additional Job Search Correspondence
Networking Letters
Purpose of Networking Letters: Set the stage for a personal introduction or informational interview Acquaint the person with your qualifications in advance of your phone call or meeting
Objectives of Networking Letters: Create an open and comfortable atmosphere between yourself and the contact where he/she is willing to share information with you Provide sufficient information about yourself and your career aims so the person can provide meaningful help
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Key Elements (order may vary, depending on situation): Personalized opening paragraph that builds rapport. Include name of the person who has referred you and the basis of your relationship Explanation of how referral came about (when helpful) Reasoning for job/career change or for career focus General notation as to how this individual can assist you Brief overall summary of qualifications Action statement to initiate next step (with logistics if appropriate) Statement of appreciation Follow-Up/Thank-You Letters Interviews/meetings or phone calls must be followed up with a thank-you letter. Letters should also be written following interactions with recruiters at job fairs and corporate presentations. In a thank-you letter, be sure to: Re-establish rapport: acknowledge the interview/meeting or call and convey insightful impression(s)/ reaction(s) Reiterate your key selling points (about two) and their fit to the position or organization Reinforce interest Include information requested by interviewer, if appropriate Note (or remind of) next step As always, keep the message brief If the employer contacts you with e-mail, use e-mail to contact them Avoid: -Defensive tone (Example: You may not think that I have sufficient quantitative analysis skills , but I can tell you my statistics class at BYU provided me with a lot of knowledge.) -Arrogant, presumptuous tone (Example: I'm your best candidate.) -Impersonal style
Acceptance Letters When writing an acceptance letter, remember to: Use professional, direct style Restate terms of employment and indicate acceptance Convey eagerness Note (or remind of) next interaction, if appropriate Avoid: -Overly "chummy" style (example: I can't believe it!! I 'm now employed at the United States General Accounting Office. I'm really excited about this...) -Overly detailed logistical questions -Your acceptance being vague or unclear that you are accepting the offer
Rejection Letters With letters you write to turn down an offer, remember to: Express appreciation for the offer Provide a reasonable, appropriate explanation; keep it brief Work to retain goodwill (for self and Romney Institute) –You may want a future relationship Pay particular attention to the message tone Avoid: -Overly apologetic tone (example: I am very sorry to have to tell you this, but I've decided to accept another offer. Please accept my sincere apology...) -Blow-by-blow description of your decision-making process.
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Electronic Correspondence: E-mail, Sending Attachments, and Voice Mail When writing correspondence via e-mail, it is easy to forget that e-mail is only a medium of sending a message, much like the Postal Service. The care and attention spent on the message should equal that which you put into "paper" correspondence. Many employers have expressed dismay at the "informal" tone, sometimes bordering on sloppiness, that students use when sending e-mailed inquiries or cover letters. The same rules apply when using electronic correspondence as they do with traditional correspondence. As you write e-mails to recruiters, send faxes, or leave voice mail messages, keep in mind the following guidelines: All written correspondence must be grammatically perfect and free of typographical errors. Professionalism is key to success. Delete any personal messages you may have on your voice mail, at the end of your e-mail (in the signature portion) and on your personal Web site. Be wary of sending resumes electronically. Check with the recipient first to see what kind of format his/her system will accept. You want your resume to look as good printed as an attachment as it would if you were sending it through the mail. If you type your resume in Microsoft Word, it will more easily convert to a pdf file through Adobe Acrobat. There are also templates on E-Recruiting that you can just type your information over the existing information. When leaving voice mail messages, always speak clearly and distinctly. Leave your name, phone number, a brief, to-the-point message, and when you can be reached. It is a good idea to leave your name at the beginning and end of your message and to repeat your phone number. Script the key points you want to make before you call.
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